Provision of multimedia software subscription licenses for 5 years (ESKOM RFP e3835cxmwp)

Eskom requires multimedia software subscription licenses for a period of 5 years. The software suite enables viewing, editing, and combining digital media, including graphic design, video editing, photography, animation, audio production, and web development. A concurrent license model is preferred to allow multiple users access without device-based restrictions.

The tenderer must hold a valid ISO 27001 certificate. No other pre-qualification thresholds, registration requirements or preference criteria are stated.

Eskom requires 50 multimedia software subscription licenses for a 5-year period. The software must cover:

• File editing and conversion (video and photo)
• Web design/development
• Graphic design
• Cloud integration (can be disabled)
• MS Office integration/export (e.g., PowerPoint)

A concurrent license model is preferred, allowing multiple users to use the software without device-based restrictions.

Security requirements:

• ISO 27001 certification required.
• Integration with Eskom's identity providers (MS Active Directory, Entra ID) and support for SAML 2.0, OAuth 2.0, OAuth 2.1 for MFA and SSO.
• Role-based access control (RBAC).
• Onboarding privileged accounts onto PAM tools (e.g., CyberArk).
• Data at rest encrypted with AES-256; data in transit with TLS 1.3 or later.
• Data integrity using SHA-256.
• Audit trails, logs, and user activity logs enabled, encrypted, and restricted to administrators.
• Masking of PII in non-production environments.
• Daily incremental backups, encrypted, stored offsite for critical systems.
• Real-time data replication to a DR site in different regions for critical systems.
• Annual DRP testing with results shared with Eskom Cybersecurity team.
• Annual backup restore plan testing with results shared with Eskom's Cyber Security team.
• Patch management process: updates tested in non-production before production deployment.
• Database placed behind perimeter firewall.
• Support for ESB, APIs, and iPaaS platforms.
• Integration with SIEM technologies (Syslog, Windows event logging, SNMP, API).

Testing requirements:

• All testing except unit testing performed by Eskom testing team; tenderer responsible for unit testing.
• All testing must be performed within Eskom's test management systems (ALM, LoadRunner, UFT).
• Unit test results must be provided before official test cycle; signed-off test closure report required.
• Tests include: Unit, System Integration & Functionality, User Acceptance, Non-Functional/Performance, and Disaster Recovery (for on-premise option).
• Testing must adhere to Testing Centre of Excellence (TCoE) standard.

Training:

• Online browser training and internal application help/training (similar to MS Office).

Security and quality requirements:

• ISO 27001 certification.
• Integration with Eskom's identity providers and support for SAML 2.0, OAuth 2.0, OAuth 2.1.
• RBAC, PAM onboarding, AES-256 encryption, TLS 1.3, SHA-256.
• Audit trails, PII masking, daily backups, DR replication, DRP testing, patch management.
• Database behind firewall, support for ESB/API/iPaaS, SIEM integration.

Testing requirements:

• All testing except unit testing by Eskom; tenderer does unit testing.
• Testing in Eskom's systems (ALM, LoadRunner, UFT).
• Unit test results before official cycle; signed-off test closure report.
• Tests: Unit, SIT & Functionality, UAT, Non-Functional/Performance, DR (for on-premise).
• Adherence to TCoE standard.

ISO 27001 certificate is mandatory.

The tenderer must hold a valid ISO 27001 certificate. No other evaluation criteria are stated in the scope of work.

The tender is for the provision of multimedia software subscription licences for a period of 5 years.

Eskom representative: Lesego Garegae (Thandeka Jiyane)

Date issued: 13 October 2026

Returnable documents (all must be completed and signed):

• Quality method statement based on scope (use Template Ref 240-126469599).
• Quality policy approved by top management.
• Quality objectives approved by top management.
• Organisation chart and responsibility matrix, including the quality management function/role.
• Documented control of externally provided processes, products and services, covering criteria for evaluation, selection, monitoring of performance, and re-evaluation of external providers.
• Form A, completed and signed.

Evaluation is based on quality requirements deliverables (Category 4). The bidder must provide objective evidence of a documented quality management system that complies with ISO 9001; certification is not required. Scoring is per section:

• Section A (QMS requirements): Quality method statement, quality policy, quality objectives — score option 2 or 3.
• Section B (Evidence of QMS in operation): Organisation chart and responsibility matrix (Clause 5.3 of ISO 9001:2015), and documented control of externally provided processes (Clause 8.4 of ISO 9001:2015) — score 2.
• Section E (User-defined additional requirements): Completed and signed Form A — score 1.

No specific compliance requirements beyond the quality management system evidence described in the evaluation criteria.

Evaluation is based on quality requirements deliverables (Category 4). The bidder must provide objective evidence of a documented quality management system that complies with ISO 9001; certification is not required. Scoring is per section:

• Section A (QMS requirements): Quality method statement, quality policy, quality objectives — score option 2 or 3.
• Section B (Evidence of QMS in operation): Organisation chart and responsibility matrix (Clause 5.3 of ISO 9001:2015), and documented control of externally provided processes (Clause 8.4 of ISO 9001:2015) — score 2.
• Section E (User-defined additional requirements): Completed and signed Form A — score 1.

The contract is for the provision of Multimedia software subscription licenses (Adobe Creative Cloud software Suite) for a period of 5 years. The software is needed for graphic design, multimedia messages, video editing, web development, photography editing, along with mobile applications and optional cloud services. 50 subscriptions are required.

Employer: Eskom Holdings SOC Ltd

Registered office: Megawatt Park, Maxwell Drive, Sandton, Johannesburg

Invoice queries:

• Email: [email protected]
• Telephone: 011 800 5060

Local invoice submission:

• Email: [email protected]

Annual compliance documents:

• Email: [email protected]

Returnable documents — all must be completed, signed and submitted with the bid:

• Form of Offer and Acceptance: the signed offer to perform the contract, including the offered price and validity period.
• Schedule of Deviations: records any agreed deviations from the tender documents; only deviations listed here are valid.
• Pricing Data (Part C2): completed pricing schedule.
• Contract Data Part Two (C1.2b): data provided by the Consultant.
• Any required securities, bonds, guarantees or proof of insurance must be delivered to the Employer's agent within two weeks of receiving the signed contract.
• A covering letter must not be included in the final contract; any deviations in it must be recorded in the Schedule of Deviations.

Disqualification risks:

• Failure to deliver required securities, bonds, guarantees or insurance within the stated time constitutes repudiation of the agreement.
• Any unsigned or omitted returnable form.
• Bids received after the closing time.

Evaluation is based on the NEC3 Professional Services Contract (PSC3) terms. The contract is a term contract (Option G) with dispute resolution via adjudication (Option W1) and arbitration. Secondary options include price adjustment for inflation (Option X1), changes in law (Option X2), parent company guarantee (Option X4), delay damages (Option X7), transfer of rights (Option X9), performance bond (Option X13), and limitation of liability (Option X18).

No specific scoring split or minimum qualifying score is stated in the document.

The contract is for the provision of Multimedia software subscription licenses (Adobe Creative Cloud software Suite) for a period of 5 years.

Scope includes:

• 50 multimedia software subscriptions covering:
• File editing and conversion (video and photo)
• Web design/development
• Graphic design
• Cloud integration (can be disabled)
• MS Office integration/export (e.g., PowerPoint)

Key dates:

• User access to the software must be provided within 2 weeks after the contract start date.
• User access must be maintained throughout the contract period.

SDL&I obligations:

• Submit SDL&I performance reports quarterly.
• Submit compliance reports on a 6-monthly basis using the Data Collection Template.
• Eskom reviews reports within 30 days of receipt and notifies in writing if obligations are not met.
• Corrective measures must be implemented before the next report, failing which retention clauses are invoked.

Payment terms:

• Invoices are paid per contract payment terms, counted from the date Eskom receives a valid VAT invoice.
• Payment is made via EFT.
• Payment period: 30/60 days.
• Assessment interval: Monthly/Annually.
• Currency: South African Rand.
• Interest rate: publicly quoted prime rate of Standard Bank of South Africa Limited at the time an amount was due.

SDL&I retention:

• Eskom will apply a retention of 2.5% on every invoice amount (excluding VAT) for failure to submit SDL&I performance reports quarterly or failure to meet SDL&I obligations.
• Retained amounts are released only upon compliance.
• The retention value and % must be reflected on the tax invoice.

Invoice requirements:

• Must include valid purchase order (PO) number, VAT registration number, Eskom's VAT number (4740101508), line-by-line match with PO, vendor bank details, and explicit payment terms.
• Do not deliver goods/services without an Eskom PO.
• Payment requires evidence of delivery: delivery note, works completion certificate, or timesheet.
• For CPI/ROE adjustments, calculation sheets are required.

Securities:

• Parent company guarantee (Option X4) and/or performance bond (Option X13) may be required, in the form set out in the Scope.
• Pro forma documents must be reproduced exactly on the guarantor's letterhead.

Price adjustment:

• 15% fixed, 85% subject to CPI (StatsSA Headline Index – Table B1).
• Base date is one month prior to tender closing date.

Annual compliance documents (submit yearly to [email protected] before expiry):

• Valid B-BBEE certificate or affidavit
• COIDA letter of good standing
• Tax clearance certificate
• Updated CIPC documentation for any director changes
• Confirm information is current on the National Treasury CSD

Non-compliance could lead to vendor number suspension.

Quality requirements:

• Quality policy statement and quality plan must be submitted within 30 days.
• For contracts over R1 million, a contract quality plan and quality control plan are required (Category 1–3); for Category 4, a method statement is required.
• Quality control plan must be submitted weekly during the project.

The tender is for the provision of multimedia software subscription licenses for a period of 5 years. The full scope is defined in Annexure O (Scope of Work). The tender pack includes standard Eskom annexures and National Treasury forms (SBD 1, SBD 4, SBD 6.1) as listed in the returnables.

Closing date: 01 December 2026 at 10:00 SAST

Clarification meeting: 18 November 2026 at 15:00 SAST (non-compulsory, virtual via Microsoft Teams). Link: https://teams.microsoft.com/meet/3477490202711024?p=W25Zjj8Esm5l0leCHk

Clarification queries deadline: 5 working days before the tender submission deadline.

Tender validity period: 12 months from closing date and time.

Eskom Representative:

• Name: Thandeka Jiyane
• Telephone: 021 550 5259
• Email: [email protected]

Fraud and corruption reporting:

• Telephone: 0800 11 2722
• Email: [email protected]

Submission portal: https://etendering.eskom.co.za

Submission method: electronic only via the Eskom E-tendering site at https://etendering.eskom.co.za. No hard copies accepted. Upload documents in PDF format under the folders Technical, Commercial, Financial, and other. Each document up to 500 MB; total submission limited to 4 GB. No zip/compressed files. If resubmitting, the latest version is accepted and previous submissions become null and void. Ensure the submission status is marked complete. Late tenders are not accepted.

Returnable forms (all must be completed, signed where required, and submitted by closing time; failure to do so disqualifies the bid):

• Annexure A (Authorisation Form): confirms the signatory is authorised to bind the bidder; attach certified resolution/power of attorney as applicable.
• Annexure B (Acknowledgement Form): confirms receipt of the tender documents and any addenda.
• Annexure C (Tenderer's Particulars): provides bidder details including CIPC, VAT, CIDB numbers and contact information.
• Annexure D (Integrity Declaration Form): declares adherence to the Supplier Integrity Pact.
• Annexure E (CPA Requirements for Local Goods/Services): declaration for local content.
• Annexure F (CPA(IG) for Foreign Goods/Services): declaration if foreign goods/services are offered.
• SBD 1 (Invitation to Bid): completed and submitted by all tenderers.
• SBD 6.1 (Preference Points Claim Form): claims preference points under PPPFA 2022 regulations.
• SBD 4 (Bidders Disclosure): discloses any interest or connection with the state.
• Annexure L (E-tendering Help Manual acknowledgement form): confirms understanding of the e-tendering process.
• Annexure M (E-tendering Help Manual acknowledgement form, if applicable).
• Annexure N (Tax Evaluation Questionnaire): determines if the bidder is a personal service provider for PAYE purposes.
• Annexure O (Completed pricing schedule): if not already in the NEC contract.
• Annexure P (NEC3 Professional Service Contract): signed contract form.
• Annexure R (Quality Requirements): quality documentation.
• Annexure S (Third-Party Risk Assessment Questionnaire).

Additional documents for joint ventures: letter of intent or valid JV agreement stating joint and several liability, profit-sharing ratios, and a single designated bank account in the JV name.

Non-disqualifiable returnables (if not submitted by closing, the procurement practitioner will request them within 5 working days; failure to submit within that period disqualifies the bid):

• Certified copy of tax clearance certificate for local tenderers not providing a SARS e-filing PIN or CSD number, and for foreign tenderers with a South African footprint.
• Proof of compliance with the Employment Equity Act for designated employers.
• COIDA certificate of good standing or proof of application (South African tenderers only).
• Annual financial statements (latest approved, not draft) including director's report, auditor's/reviewer's/compiler's report, statements of financial position, comprehensive income, changes in equity, cash flows, and notes. Also a signed public interest score (for non-audited SA entities) and ITA34C for current and previous years.

Returnables required for evaluation (not disqualifying but score zero if not submitted):

• Annexure K (Technical Evaluation): refer to Scope of Work and Technical Evaluation Criteria.
• Specific Goals evidence: if not submitted, score zero for that goal.

Disqualification risks:

• Failure to meet eligibility criteria.
• Incomplete tender (missing commercial, financial, or technical information).
• Submission after closing time.
• Unsigned or missing mandatory returnables.
• Submitting more than one tender (except as allowed by e-tendering limits).
• Conflict of interest.
• Subcontracting 100% of the scope of work.

Evaluation stages:

1. Eligibility check: bidders must meet all eligibility criteria (see compliance requirements).
2. Basic compliance: complete tender with commercial, financial, and technical information, and mandatory returnables submitted.
3. Functionality (technical) evaluation: scored against Annexure K. Minimum threshold: 80% for desktop evaluation to proceed to the demonstration phase. Bidders failing the threshold are disqualified.
4. Price evaluation: prices evaluated inclusive of VAT, corrected for arithmetical errors, excluding contingencies, adjusted for acceptable variations, and compared on Net Present Value basis. Unconditional discounts considered; conditional discounts applied at payment. Prices scored out of 80 or 90 points.
5. Specific Goals (PPPFA): scored out of 10 or 20 points. Failure to submit evidence results in 0 points for that goal, not disqualification.
6. Ranking: total score = price points + specific goals points. Preference system: 90/10 for tenders above R50 million; 80/20 for tenders equal to or below R50 million. The lowest acceptable tender determines the applicable system if uncertain.

Contractual requirements (not evaluation criteria, but must be met before award): CSD registration, and if applicable SHEQ requirements, financial viability (financial statements), and any other stipulated requirements. Failure to meet contractual requirements by deadlines may render the bidder non-responsive.

Scope: Provision of multimedia software subscription licenses for a period of 5 years.

Key documents:

• Annexure O (Scope of Work): defines the detailed requirements.
• Annexure K (Technical Evaluation Criteria): sets the functionality scoring.
• Annexure R (Quality Requirements): quality standards.
• Annexure S (Third-Party Risk Assessment Questionnaire): to be completed.

No further technical details are provided in the available text.

No specific methodology requirements are stated in the available text. The technical evaluation is based on Annexure K, and the scope of work is in Annexure O.

Pricing must be submitted in the completed pricing schedule (Annexure O) if not already in the NEC contract. Prices are evaluated inclusive of VAT, corrected for arithmetical errors, and compared on Net Present Value basis. Unconditional discounts are considered; conditional discounts applied at payment. Prices are scored out of 80 or 90 points. The preference point system (80/20 or 90/10) applies based on the tender value.

Payment terms:

• Contracts below R50 million (incl. VAT): Eskom pays within 30 days of receipt of undisputed invoices.
• Contracts above R50 million (incl. VAT): Eskom pays within 60 days of receipt of undisputed invoices.

Pricing schedule: Annexure O (completed pricing schedule) must be submitted if not already in the NEC contract.

Security for performance: If a performance bond or demand guarantee is required, the tenderer must select at least two financial institutions from the list of Eskom-approved financial institutions.

Price evaluation: Prices are evaluated inclusive of VAT, corrected for arithmetical errors, and compared on Net Present Value basis. Unconditional discounts are considered; conditional discounts applied at payment.

Eskom reserves the right to negotiate with preferred bidders if tendered prices are not market-related.

Eligibility criteria (must be met, otherwise disqualification):

• Not under any restriction to do business with Eskom or State-Owned Companies.
• Not a national of a country on international sanctions lists (applies to subcontractors/suppliers too).
• Submit only one tender (except as allowed by e-tendering limits).
• JV/consortium agreements must state joint and several liability.
• No conflict of interest.
• Tender must be signed by authorised persons.
• Not restricted by National Treasury, not on the Tender Defaulters list, not restricted by Eskom.
• Must not subcontract 100% of the scope of work.

Mandatory contractual requirement (prior to award):

• Valid and current CSD registration (CSD number/CSD report).

Tax compliance:

• Local tenderers: provide SARS e-filing PIN for verification or CSD number; otherwise submit certified copy of tax clearance certificate.
• Foreign tenderers with South African footprint: submit certified copy of tax clearance certificate.
• Foreign suppliers with no South African footprint: complete SBD 1, no tax compliance proof required.

Employment Equity Act:

• Designated employers must provide proof of compliance, including submission of the Employment Equity report to the Department of Labour.

Safety:

• COIDA certificate of good standing or proof of application (South African tenderers only).

Financial viability:

• Latest approved annual financial statements (not draft) of the tendering company (not parent/holding), including director's report, auditor's/reviewer's/compiler's report, financial statements, and notes. For non-audited SA entities, also a signed public interest score and ITA34C for current and previous years. For unincorporated JV or SPV, each partner must submit its own statements.

B-bbee:

• Proof of B-BBEE status level contributor: certificate issued by authorised body, sworn affidavit as per B-BBEE Codes, or other prescribed requirement. Specific goals are scored under PPPFA; failure to submit evidence results in 0 points for that goal.

Safety requirements: South African tenderers must submit a COIDA certificate of good standing or proof of application issued by the Compensation Fund or a licensed compensation insurer. Quality requirements are covered in Annexure R. SHEQ requirements may be applicable as additional contractual requirements.

The contract will be the NEC3 Professional Service Contract (PSC) (Annexure P). The tender is for the whole contract. Eskom's standard payment terms apply: 30 days for contracts below R50 million (incl. VAT), 60 days for contracts above R50 million (incl. VAT). Eskom reserves the right to negotiate with preferred bidders if prices are not market-related. Main contractors are discouraged from subcontracting with subsidiaries; if they do, it must be declared.

Functionality (technical) evaluation is based on Annexure K. Minimum threshold: 80% for desktop evaluation to proceed to the demonstration phase. Price is scored out of 80 or 90 points. Specific goals (PPPFA) are scored out of 10 or 20 points. Ranking uses the 90/10 system for tenders above R50 million, or 80/20 for tenders equal to or below R50 million. Failure to submit evidence for specific goals results in 0 points for that goal, not disqualification.

The document is a PAYE questionnaire for service contracts with the Eskom Group, used to determine the tax classification of contractors. It applies from 1 March 2026 to 28 February 2027.

Group Tax email: [email protected]

Returnable documents: the completed PAYE Questionnaire (Evaluation Pack A for companies/CCs/trusts, or Evaluation Pack B for individuals), including the signed summary sheet and all required affidavits/declarations. The completed pack must be returned to Eskom, with a copy to [email protected]. Failure to sign required affidavits may result in PAYE being withheld from payments.

The questionnaire determines the contractor's tax classification (Independent Contractor, Personal Service Provider, Labour Broker, or Dependent Contractor) and the applicable PAYE withholding. Bidders must answer all questions truthfully and sign the required affidavits/declarations. Non-residents must complete Appendix 9 and submit the pack to Eskom Group Tax for review.

This is a PAYE classification questionnaire for service contracts with the Eskom Group of Companies, applicable from 1 March 2026 to 28 February 2027. It is not a specification for goods or services.

Bidders must complete the PAYE questionnaire to determine tax status. Companies/CCs/trusts complete Evaluation Pack A; individuals complete Evaluation Pack B. Required affidavits/declarations include: Appendix 1 (three or more full-time employees), Appendix 2 (no connected persons rendering services), Appendix 3 (services not mainly at Eskom or controlled by Eskom), Appendix 4 (not more than 80% income from one client), Appendix 5 (individual provides service as opposed to people), Appendix 6 (labour broker), Appendix 7 (dependent contractor or personal service provider), Appendix 8 (independent supplier or contractor), Appendix 9 (non-resident).